JOB SUMMARY
The Administrative Coordinator is responsible for supporting the Chief Operations Officer’s (COO) Office, ensuring seamless administrative and operational efficiency. This role includes high-level executive support, procurement coordination, staff welfare management, and logistics oversight. The role requires a detail-oriented, proactive, and highly organized individual who can handle multiple responsibilities while maintaining confidentiality and professionalism.
KEY ACTIVITIES AND RESPONSIBILITIES
- Coordinate company certifications and licensing (JCAA, Spectrum, PPC)
- Manage company subscriptions and courier services
- Liaise with clients regarding tenders, contracts, and payments
- Maintain the boardroom schedule and assist with meeting/event logistics
- Arrange travel plans for the COO and senior managers
- Review and coordinate approval of documents with COO or relevant executives
- Manage petty cash and procurement for tea, cleaning, office furniture, and supplies
- Support procurement processes and submit payment memorandums to Finance
- File client documents and maintain organized records
- Oversee printer functionality on the 1st Floor in collaboration with IT
- Serve as Data Protection point of contact for Guardsman Limited
- Address minor property repairs and aesthetic concerns with Facilities
- Provide admin support to Aviation Security team for badges, training materials, and invoices
- Supervise and provide relief support for Receptionist as needed
PERFORMANCE STANDARDS
This job is satisfactorily performed when:
- Assigned tasks and responsibilities are efficiently and effectively executed to support the COO’s Office and the business needs.
- Strong working relationships are maintained with internal and external stakeholders to drive operational success.
- Confidentiality of executive and corporate information is strictly upheld.
AUTHORITY
Gives instructions and supervision to:
KEY COMPETENCIES
- Strong multitasking and organizational skills in a fast-paced environment.
- Ability to work independently while maintaining collaboration with executive leadership.
- Attention to detail in administrative and financial transactions.
- Familiarity with procurement and vendor management processes.
- Knowledge of office management systems and procedures.
REQUIRED QUALIFICATIONS
- Undergraduate Degree in Business Administration, Management Studies, or a related field.
- Training in Customer Service, Procurement, or Office Administration.
WORK EXPERIENCE
- At least 3 years of experience in a senior administrative or executive support role.
- Prior experience in C-level executive support or operations administration is an asset.
- Strong knowledge of procurement, financial transactions, and vendor coordination.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook 365).
CONDITIONS RELATED TO THE JOB
- Regular and timely attendance is required.
- Flexibility to work beyond regular office hours when necessary.
- Ability to handle highly confidential information with discretion.
We appreciate all applicants, however, ONLY shortlisted candidates will be shortlisted.
APPLICATION DEADLINE: Friday, April 4, 2025